If you're using iCompleat with the Universal Connector, you need to manually upload & manage your reference data in iCompleat.

Your reference data includes data such as supplier details, account codes, tax codes, locations, departments, & currency codes that you need to code on invoices & orders.

To updated your reference data, just download the templates below, populate them with your company's reference data, & then upload them to iCompleat's Reference Data area. They'll be immediately available to use to code your transactions.

Follow the steps below to upload your reference data, then scroll down a little further to see examples of reference data & get formatting tips.

 

Download the Reference Data templates

Here are Excel templates for uploading your reference data to iCompleat. The Analysis Codes spreadsheet is for extra analysis codes you might need to use, like departments or projects.

You can also upload your reference data as a .csv file. Just make sure it's in the same format as the spreadsheets below.

Account Codes.xlsx	Suppliers.xlsx	Tax Codes.xlsx
Currency Codes.xlsx	Analysis Codes.xlsx	Delivery Sites.xlsx

Once you've downloaded the spreadsheets, populated them & saved them to your computer, follow these steps to upload them to iCompleat.

 

1. On the homepage, click Configuration.
2. Click Reference data.
3. Click the reference data field on the left that you'd like to upload data to.
4. On the right, click Select file to import.
5. Find the file on your computer, & select it.
6. The on-screen spreadsheet updates to reflect the reference data on your spreadsheet.

   Ensure there are no empty cells (they will be highlighted red) & click Save.

7. When the green notification appears in the bottom-right your codes are saved to iCompleat & you're safe to click another reference data field to upload your next spreadsheet.

If your reference data ever changes, you should update it on the spreadsheet saved to your computer, & then re-upload it to iCompleat. Every time you upload a spreadsheet it replaces all the previous data.

 

Reference data examples

Account Codes

Each account code should be formatted in two columns:

• Column A - The account code
• Column B - A descriptive name

 

Suppliers

Tax Codes

Each tax code should be input across 3 columns in the following order:

• Column A - Tax code
• Column B - Descriptive name
• Column C - Tax rates

 

Currency Codes

Each currency code should be formatted across 3 columns in the following order:

• Column A - Currency code
• Column B - Descriptive name 
• Column C - Rate

 

Create an analysis field

You can create additional analysis fields to use a wider variety of reference data in iCompleat. You might use this to cide extra information on invoices & orders like project names or departments.

With additional analysis fields, you can include 2 pieces of information per item:

• Column A - Analysis code
• Column B  - Descriptive name

To create an extra analysis field, follow these steps:

 

1. In the left-hand menu, click Add an Analysis field.
2. Choose some basic settings for the analysis field. including:

   i. A Name.

   ii. Whether the field will be optional or mandatory on transactions (use the toggle).

   iii. Whether the field will be at header or line-level (select from the drop-down).

   When you've made your selections, click Create.

3. Click Select file to import.
4. Find your saved analysis code spreadsheet, & select it.
5. When the on-screen spreadsheet updates & is populated with your data, click Save.
6. Success!

   A green notification appears confirming that your analysis codes are saved.